John Kasich, Governor / Asset Management Services /
Robert Blair, Director / 4200 Surface Road
Columbus, Ohio43228
TO:All Appointing Authorities and Agency Personnel Responsible for Maintaining and/or Reporting Inventories of State Owned Personal Property, Real Property or Infrastructure
FROM:Fred Zabonik, Manager, Asset Management Services (AMS)
CC: Wayne McCulty, GSD Deputy Chief Procurement Officer
TITLE:State of Ohio Asset Management Handbook
DATE:Effective January 3, 2018
AUTHORITY:ORC 125.16 and DAS DirectiveGS-D-05
______
INTRODUCTION
As required by Section 125.16 of the Ohio Revised Code (ORC) and DAS Directive GS-D-05, all state agencies, boards and commissions have stewardship responsibilities with maintaining and reporting an inventory representing the activities of their state-owned assets in accordance with procedures prescribed within this document.
The words “state,” “agency” or “state agency” as used in this document refer to all entities of the State of Ohio including boards and commissions as established by the State Legislature, however, state supported institutions of higher education and entities determined exempted by DAS Chief Legal Counsel’s opinion are excluded.
The State of Ohio Asset Management Handbook is based on each agency using an accounting period based on a state fiscal year,which also includes calculating and reporting depreciation on an annual cycle.
Inquiries or questions regarding the inventory accounting procedures should be directed to Fred Zabonik, State Program Manager with Asset Management Services by either phone or email as listed in the page header.
Service, Support, Solutions for Ohio Government
Ohio Department of Administrative Services / General Services Division / 614.752-0076 voiceJohn Kasich, Governor / Asset Management Services /
Robert Blair, Director / 4200 Surface Road
Columbus, Ohio43228
State of Ohio
Asset Management
Handbook
UpdatedJanuary3, 2018
Service, Support, Solutions for Ohio Government
TABLE OF CONTENTS
PURPOSE
SCOPE
DAS LIMITED RESPONSIBILITY (Clarification Statement)
NEED FOR ACCURATE INVENTORIES
FALSE AND MISLEADING INFORMATION
RECIPIENTS AND USE OF INVENTORY INFORMATION
ALL AUTHORITIES AND REFERENCES
ROLES and RESPONSIBILITIES of AGENCY PERSONNEL
EXECUTIVE OFFICER
INVENTORY CONTROL OFFICER
INVENTORY COORDINATOR
PERSONAL PROPERTY (Equipment) CUSTODIAN
PHYSICAL INVENTORY SPECIALIST
ALL STATE EMPLOYEES – LIMITATIONS ON USE OF STATE OWNED PROPERTY
CERTIFICATIONS & FILING DATES
ANNUAL ACTIVITY CERTIFICATION
BIENNIAL PHYSICAL CERTIFICATION
ANNUAL CERTIFICATION ISSUES
DUPLICATE ASSET REPORTING
MULTIPLE ASSET MANAGEMENT SYSTEMS
BOOK OF RECORD
ANNUAL ACTIVITY CERTIFICATION INSTRUCTIONS & FORMS
BIENNIAL PHYSICAL CERTIFICATION FORMS
STATE OWNED PROPERTY
DEFINITION
ADDITIONAL OWNERSHIP INFORMATION
ACQUISITION METHODS
TYPES OF ACQUISITIONS
LEASED ASSETS
Capital Leases and Pre-Qualifying Capital Lease Agreements
Review of Agency Leases
DONATED ASSETS TO THE STATE OF OHIO
LOANED ASSETS TO THE STATE OF OHIO
ASSET CLASSES
STEWARDSHIP REPORTING CRITERIA / COST THRESHOLD
PERSONAL PROPERTY
REAL PROPERTY
INFRASTRUCTURE
CONSTRUCTION IN PROGRESS (CIP)
LICENSED VEHICLES
CAPTIAL (FIXED) ASSET REPORTING CRITERIA / COST THRESHOLD
NON-STEWARDSHIP ASSETS (Expensed Assets)
CHANGES TO THE REPORTING CRITERIA / COST THRESHOLD
INVENTORY CONTROL
TAGGING INVENTORIED ASSETS
RECEIVING / NOTIFICATION OF ASSETS
IDENTIFYING NON-INVENTORIED ASSETS
ASSET TAG NUMBERS
ALTERNATE KEYS TO IDENTIFY ASSETS
SAFEGUARDING STATE OWNED PROPERTY
General Best Practices for Agencies to Implement
CUSTODIANSHIP OF PERSONAL PROPERTY
Custodianship Recommendations
Types of Personal Property (Equipment) Custodians
Loaning Personal Property to Outside Parties
Equipment Custodian Responsibilities
PHYSICAL INVENTORIES
Required Frequency
Certification Filing Dates
General Physical Inventory Instructions
Reconciling Changes and Exceptions
Segregation of Duties
Assets Not Found
Assets Disposed as Permanently Missing
Notification of Employee Wrongdoing and/or Suspected Illegal Activity
Special Physical Inventories
ASSET ACTIVITY
TYPES OF TRANSACTIONS
ADDITIONS (Recording / Posting of Assets)
COST ADJUSTMENTS
Changes in Historical Costs (Cost Basis)
General Criteria
Timing of Cost Adjustment
Allocations of Additional Cost for Two or More Assets
DEPRECIATION
Depreciation Method (Formula) and Other Depreciation Elements
When to Start and Stop the Calculation of Depreciation
TRANSFERS
Exchanges within a State Agency
Exchanges with Other State Agencies
Confirmation and Collaboration between Agencies Transferring Assets
Timeframe Required between Agencies Transferring Assets
RETIREMENTS
Reasons to Retire Asset Records
When and How to Record Retire Asset Records
Authorization to Retire Assets
When to Contact State & Federal Surplus
Disposing of Personal Property
Retiring Real Estate Asset Records
Retiring Complex Asset (Parent and Child Records)
Minimum Retention Schedule for Retire Records3
ACCOUNTING TREATMENT OF ASSETS
AGENCIES REQUIRED TO REFER TO CAPITAL (FIXED) ASSETS POLICIES
ACQUISITION DATES
COSTS / VALUATION OF ASSETS
Historical Cost (Actual Cost)
Estimating Historical Costs
Total Cost of a Purchased Asset
Fair Market Value
Additional Costs to Include
Costs to Exclude
IN-SERVICE DATE
DELAYED IN-SERVICE DATE
Procedure and Examples
LATE ADDITIONS
IMPAIRMENTS (GASB 42)
Definition
Referral for Guidance
GROUP / LOT PURCHASES (Personal Property)
COMPLEX ASSETS (components - parent to child relationships)
Assets Composed of Multiple Units
LEASEHOLD IMPROVEMENTS
Definition
Useful Life and Depreciation Methodology
Special Accounting Treatment Required
EASEMENTS
Definition (General)
Internal and External Easements
Useful Life and Depreciation Methodology
Special Accounting Treatment Required
PASS-THROUGH PURCHASES
EXCHANGES OR TRADE-INS WITH OUTSIDE PARTIES
REQUIRED INVENTORY ACTIVITY REPORTS
Inventory Activity Reports Required Annually
Additional Requirements to Inventory Activity Reports
REQUIRED CAPITAL (FIXED) ASSET FINANCIAL STATEMENTS (Reports)
Referral for Guidance
GLOSSARY2
Service, Support, Solutions for Ohio Government
1
PURPOSE
The purpose of the State of Ohio Asset Management Policies and Procedures is to familiarize and guide agencies’ executive officers and their inventory control officers with the accounting, control and reporting requirements of state owned assets, and their roles and responsibilities for overseeing that these requirements are implemented. Additionally, to explain the roles of other state employees who assist the inventory control officers, as well as state employees who are assigned state assets for use in conducting state business. This document serves as a reference to all authorities, intended to be dynamic in nature and will continue to evolve, as needs change.
SCOPE
The State of Ohio Asset Management Policies and Procedures apply to the inventories of personal property (tangible and intangible), real property, licensed vehicles, infrastructure assets and construction-in-progress meeting the stewardship reporting criteria/cost thresholds for fiscal year 2006 and fiscal years thereafter until superseded by an update. Each state agency shall report their updated inventory of assets on-hand as of June 30th, along with the inventory activities for the fiscal year that supports the on-hand amounts, and certify all the inventory activities including on-hand amounts to DAS’ Asset Management Services by each October 1st. Detailed certification instructions titled “Compliance Instructions for Certifying State Property Inventory Activity with DAS” are contained in a separate document, but referenced within and are considered a part of the “State of Ohio Asset Management Policies and Procedures.”
State owned property that meets the Office of Budget and Management’s capitalization policy are considered capital assets; a.k.a., fixed assets. Capital assets must be maintained and reported by the entrusted or owner agency in accordance with the policies and procedures within this document, as well as the Office of Budget and Management’s (OBM) capital asset policies titled “Financial Reporting and Accounting Policies for Capital Assets.” The policies for capital assets are referenced within and are considered a part of the “State of Ohio Asset Management Policies and Procedures.”
DASLIMITED RESPONSIBILITY (Clarification Statement)
The Department of Administrative Services’, including the Asset Management Services office in the General Services Division, responsibility ends and the state agencies responsibility solely begins for state owned assets not meeting the stewardship reporting criteria/cost thresholds and for all state owned consumable (supply) assets. The sole responsibility of the state agencies includes, but is not limited to, the accountability, safeguarding and reporting of all activity involving the aforementioned assets.
NEED FOR ACCURATE INVENTORIES
FALSE AND MISLEADING INFORMATION
It is absolutely necessary for each state agency to maintain accurate inventory records to ensure that information on individual assets owned by the agencies and the activity of changes that occur with them are in fact true and not misleading. If agency inventories are not kept updated regularly with accurate information about each asset, then recipients that receive and use data from the OAKS Asset Management module or from anagency in-house asset management system are being subject to incorrect or misleading information.
RECIPIENTS AND USE OF INVENTORY INFORMATION
Listed here are major recipients of data as provided from agency maintained property inventories, and how the customers use it:
Recipients of Inventory InformationUses /Benefits of Information
Office of Budget and Management / State’s Annual Comprehensive Financial Report (CAFR)DAS/GSD’s Office of Risk Management / State’s Catastrophic Property Insurance Program
Ohio Public Safety / Ohio’s Homeland Security Program
Auditor of State / State’s Audit Program
Federal Government / SWCAP and Grant Programs
DAS/GSD’s Office of State Surplus / Carry out surplus program as mandated by statute
DAS/GSD’s Asset Management Services / Carry out inventory program as mandated by statute
Agencies / Requirements for both internal and external customers. Need for acquisition detail, track asset lifecycle activity, agency accountability, custodial accounts, cost allocations to cost centers/programs, equipment and capital planning/budgets, and service maintenance contracts.
ALL AUTHORITIES AND REFERENCES
AUTHORITY / DESCRIPTION OF REFERENCEORC Section 125.16 / State Property Inventory
DAS DirectiveGS-D-05 / State Property Inventory
ORC Sections125.831 & 125.832 / Fleet Management Program
ORC Section125.12 – 125.14 / DAS’ State Surplus Program
Ohio Administrative Rule 123: 5-2-01 / State Surplus Authorizing Local Disposal
DAS DirectiveGS-D-06 / Removal of Sensitive Information from State Owned Property
State of Ohio IT Standard ITS-SYS-01 for Bar Code Labels / Bar Code Standards for Automated Systems used by State Ohio Government Agencies (formerly policy ITP-E.3)
OBM Capital (Fixed)AssetPolicies / Financial Reporting and Accounting Policies for Capital (Fixed) Assets
ORC Section 126.21 (A) (9) / Annual Financial Reporting
OBM FinancialReports / Comprehensive Annual Financial Report (CAFR)
ORC Section 117.17 / Executive Officer Leaving Office – Letter Containing List of Inventory
ROLES and RESPONSIBILITIES of AGENCY PERSONNEL
The following descriptions of agency personnel is not meant to be or replace classification position descriptions, but to only aid the agencies to recognize their key individuals and segregation of duties (refer to OBM’s IACP), the roles and relationships to each other, and needed authority to carryout their roles. Further, the descriptions explain DAS’ perspective as to the importance of individual responsibilities and network of communication to achieve complete and accurate inventories.
EXECUTIVE OFFICER
The executive officer or his/her designee of each agency shall designate one or more inventory control officers for stewardship of state owned personal property and one or more inventory control officers for stewardship of state owned real property and infrastructure property that the entity holds title or is entrusted to maintain on behalf of the state. The Executive Officer shall give them the appropriate level of authority so that the agency’s perpetual inventories will be accurately and properly maintained.
Also, the Executive Officer may directly assign additional individuals as Inventory Coordinators and Physical Inventory Specialists, or have a designated person be responsible for assigning individuals to these specific tasks, as well as determining the agency’s inventory labor needs and level of responsibility to be given to the selected individuals.
The ultimate responsibility for the custody and care of all personal property, real property and infrastructure entrusted or owned by the agency, board or commission lies with the executive officer. This is duly noted, when the executive officer or his/her designee(s) is annually required to certify by signature the agency’s Annual Inventory Activity Certification form.
Further, the executive officer is responsible for ensuring that he/she complies with Sections 125.16 and Section 117.17 of the Ohio Revised Code, and again referenced in DAS’ Directive GS-D-05.
INVENTORY CONTROL OFFICER
In general, the responsibilities of an inventory control officer is to focus onmaintaining a perpetual inventory of state owned property on the OAKS Asset Management module or on the agency’s in-house asset management system in accordance with ORC, Section 125.6 and all related policies and procedures. The inventory control officer can be responsible for the inventory of an entire state entity or portion of an agency, such as a reporting division, institution, regional office, etc. Therefore, these individuals would be known as either agency, divisional, institutional or regional inventory control officers. The range of inventory classes that an inventory control officer is responsible for can vary by agency, such as only personal property inventories, only real property inventories (including Infrastructure inventories) or both asset classes. As the executive officer’s designee, the inventory control officer can prepare the annual certification of state property inventory activity, the biennium certification of completion of physical inventory, and required supporting documentation. When all items are completed, they are submitted to Administrative Services. The inventory control officer is the subject matter expert (SME), thereby having knowledge, and trained where applicable, in all aspects of Asset Management Policies and Procedures, Capital (Fixed) Assets Accounting Policies, State Surplus Policies and Procedures, and user operations of OAKS AM, if applicable.
An agency inventory control officer is Administrative Services’ primary contact for inventory information and assistance for the state entity. The inventory control officer acts as a liaison between Administrative Services and the executive officer; also as a liaison between Administrative Services and inventory coordinators.
The inventory control officer may prepare the necessary inventory activity documents for systeminput, as well as actual data entry of inventory transactions into OAKS AM or an agency in-house asset management system. The inventory control officer shall be given the authority to grant or deny permission for the retirement of personal property, including its movement within/offsite the agency’s state facilities. An agency inventory control officer may assign, direct and monitor other inventory control officers and/or inventory coordinators. An inventory control officer responsible for a portion of an agency may assign, direct and monitor inventory coordinators. The inventory control officer may assign and/or monitor state employees as custodians to personal property, a.k.a., equipment custodians.
INVENTORY COORDINATOR
In general, the inventory coordinator assists an inventory control officer with the stewardship duties for maintaining a portion of the agency’s inventory. The scope of responsibilities for an inventory coordinator is usually less than that of an inventory control officer and is dependent upon the agency’s needs. The inventory coordinator works on an as needed basis and encompasses a smaller portion of the agency’s organization, such as unit, office, department, etc. The organizational units that are served by inventory coordinators are sometimes defined by the agency as cost centers and are noted as such in the agencies accounting structure. The inventory coordinators’ duties or tasks may vary depending on what the inventory control officer has requested or assigns to them.
PERSONAL PROPERTY (Equipment) CUSTODIAN
A state employee can be assigned as an equipment custodian (a.k.a., responsible employee) to one or more assets. An equipment custodian can be a primary user of equipment, a caretaker of equipment or both. As a primary user of equipment, the equipment custodian personally uses his/her equipment on a daily basis to conduct state business. As a caretaker, the equipment custodian oversees shared equipment that is used by a designated group or organizational unit; typically these assets are located in common areas, conference/training rooms, storage areas, etc. For example, a state employee could be assigned to both the equipment that he/she uses directly and all the personal property inventoried in a specific conference room.
When a state employee is assigned as an equipment custodian, his/hername and/or State of Ohio User IDshall be entered on the personal property asset records in OAKS AM or an agency’s in-house asset management system.
For shared equipment, state agencies are permitted to assign an organizational identifier as the custodian for shared personal property. An organizational identifier could be a division, department, unit, or section of the organization. A few examples of organizational identifiers are General Services Division, Maintenance, Tech Team, Real Estate, Capital Projects, Server Team, and End User Support.
The equipment custodian is responsible for notifying either the inventory coordinator or the inventory control officer prior to or during an asset moving to another location, given to another person for use or is recognized as a missing asset. Assets assigned to the inventory control officer as the equipment custodian should be checked/monitored periodically by his/her supervisor.
PHYSICAL INVENTORY SPECIALIST
In general, a physical inventory specialist is a person assigned to take a physical inventory of state property. The purpose of a physical inventory is to identify active assets by count/review of agency owned assets that are in-use, then using the results from the physical count/review to confirm that OAKS AM or agency’s in-house asset management system records are accurate. For state owned real property assets, this procedure could be performed by physically visiting the asset sites, a review of related real estate documents/transactions, or both processes; then reconciling the results to OAKS AM or agency’s in-house asset management system records.